Senior Associate, Finance and Operations (Zambia) Evidence Action

Description

About Evidence Action

Evidence Action aims to be a world leader in scaling evidence-based and cost-effective programs to reduce the burden of poverty in some of the poorest places. Our large-scale, evidence-based programs are rigorously evaluated to ensure they reach the greatest amount of people in the most cost-effective ways. No matter what the position, each member of our team is motivated by the fact that the hard work we do makes its intended impact. Collectively, our at-scale initiatives measurably reach over 280 million people annually, and we continuously seek dedicated and mission-driven people to help advance this rare, and large-scale, global impact. We bridge the gap between research about what works and solutions for people in need, to effectively serve hundreds of millions of people in the world’s poorest places. We currently implement programs across 7 geographies, Kenya, Uganda, Nigeria, Malawi, Liberia, Pakistan, and India.

Program and Position Background

One of Evidence Action’s newest initiatives is the Maternal Syphilis Screening and Treatment Program in which we partner with Ministries of Health to increase syphilis screening and treatment among pregnant women in an effort to prevent mother-to-child transmission of syphilis. Without effective and timely treatment, syphilis infections in pregnancy carry a significant risk of stillbirth, neonatal death, and cognitive and physical disability. Across the globe, syphilis infection in pregnancy leads to over 200,000 stillbirths and neonatal deaths – more than is attributed to mother-to-child transmission of HIV – and over 100,000 instances of disability in newborns. Our aim is to close syphilis screening gaps via introduction of HIV/syphilis dual testing and to close treatment gaps by implementing strategies to address context-specific treatment barriers for women who test positive for syphilis.We launched our maternal syphilis program in Liberia in 2020 and are now expanding the program to Zambia. In Zambia, maternal syphilis has long plagued pregnant women and their unborn children. Our ambitious program aims to support the government to scale the HIV/syphilis dual test nationwide across all ANC facilities and simultaneously close gaps in syphilis treatment, thereby enabling pregnant women to finally get the care they need.As one of the first positions operating under the newly established Evidence Action office in Zambia, this position holds particular importance because the Senior Associate for Finance & Operations will support office and organisation set-up including ensuring there is a strong foundation of adherence to Evidence Action’s financial and procurement policies in all activities.Role reports to: Country Director, Zambia with dotted line to the Director, Finance and Operations (Africa Region)

Duties And Responsibilities

Financial planning, Bookkeeping, Recordkeeping, and Accounting:

• Supporting the program to ensure that all funds disbursed for program activities are accounted for by tracking disbursements and reporting pending items to the role’s supervisor;
• Ensuring that Evidence Action’s Finance and Accounting policies and procedures are adhered to for all transactions in Zambia;
• Verifying accuracy and completeness of all payment vouchers before processing;
• Ensuring timely disbursements of funds to teams for ongoing programmatic activities and validation of field activities;
• Continuously and effectively tracking program budgets, ensuring proper budget utilisation, proper cost allocation communication with the program team, and full accountability of funds;
• Timely verification of invoices, programmatic activities and processing of payments;
• Working to ensure a clean and timely audit with no material findings;
• Support the completion of month-end close process in close coordination with Finance Manager, including preparation of bank accounts and balance sheet reconciliations, journal entries, and variance analysis;
• Reviewing and reconciling petty cash in line with the applicable policy and procedures, and ensuring relevant documents are in place, related payment/report is processed/prepared accurately and in timely manner, and replenishment is done in timely manner;
• Record transactions in Sage Intacct accounting system and maintain all financial/accounting records;
• Preparing cash forecast for Country Program in consultation with the Country Director.
• Providing inputs for the annual budgeting process.

Operations and Support:

• Supporting daily administrative, operational, and programmatic tasks as needed These may include contacting national, provincial, and/or district Ministry of Health staff and/or front-line healthcare providers for follow-up, confirming attendance of meeting invitees, providing logistical support for travel and/or meetings and events
• Assisting in organising meetings, booking conference venues, and arranging vehicle rentals;
• Responsible for evaluating suppliers, products, and services, negotiating contracts, and ensuring that approved purchases are cost-efficient/effective and of high quality, including supporting the drafting of RFPs and completing vendor evaluation as needed;
• Supporting procurement and payment requests for vendors and other agreements;
• Responsible for the documentation of procurement transactions including scanning and maintaining a comprehensive and efficient filing system;
• Supporting Evidence Action office set-up (i.e. identification of office space, procurement and distribution of necessary office supplies);
• Conducting daily office functions such as maintaining inventory and office supplies;
• Supporting the organisation’s registration with government offices as related to mandatory human resource benefits such as social security/pension, national healthcare, etc;
• Supporting the organisation to establish a legal entity in Zambia, including business registration, non-profit accreditation, and their renewals where needed, and ensuring the country office is following local labour and other relevant regulations;
• Processing tax returns and all other local tax obligations (including payroll tax, pension deduction and all other local statutory taxes) to the appropriate government agencies in consultation with EA Global Finance Team;
• Serving the as in-country security focal point and coordinating with EA to maintain safety and security of staff and visitors;
• Ensuring the safety and maintenance of all assets including but not limited to arranging tracking device for all vehicles within the fleet; monitoring and ensuring the routine and need-based maintenance of the vehicle(s); and overseeing activities with regards to the acquisition, repair and preventive maintenance and replacement of fleet to meet organisation logistics need;
• Other duties as required.

Requirements Qualifications

• Bachelor’s degree in accounting, finance, mathematics, administration or other relevant field;
• 4+ years work experience in a position with similar responsibilities;
• Strategic and tactical critical thinker with good analytical and problem solving skills
• Solution orientated with the ability to identify new ways of working;
• Confident decision maker who can communicate directions and solutions clearly to both technical and non-technical staff;
• Strong initiative, organisational skills, and ability to work autonomously and cross-functionally while remaining flexible to changing tasks, priorities, and roles and responsibilities;
• Strong office management and administrative skills;
• Demonstrated ability to support daily programmatic operations ;
• Ability to work in a matrix environment, working collaboratively with staff in Evidence Action’s Nairobi Office and US Office;
• Excellent Microsoft Excel skills and proficient skill level with other Microsoft accounting packages (e.g. Word, Outlook, Powerpoint, etc.);
• Ability to work with, and perform the analytical review of the large volume of data and figures on Excel;
• Oral and written English fluency;
• Ability to legally work in Zambia without visa or work permit sponsorship.
• Strong preference will be given to citizens or permanent residents of Zambia.

Preferred Qualifications

• Member of Institute of Chartered Accountants
• Experience with mobile money platforms and payments

Position Location

The position will be based in Lusaka, Zambia.

Equal Opportunity Statement

Evidence Action does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor Strong preference will be given to citizens or permanent residents of Zambia.